About Mitie
Mitie Ireland is a leading facilities management, consultancy and professional services company. We offer a range of specialist services including technical services, security, cleaning, industrial cleaning, energy and sustainability, and professional consultancy. Our breadth and depth of services and expertise mean we can help increase efficiencies, reduce costs, improve sustainability and performance for our clients.
Role Overview
The Facilities Coordinator plays a critical role in ensuring that maintenance activities are scheduled, tracked and completed to prevent breakdowns and to ensure compliance with safety and operational standards.
Key Responsibilities
* Scheduling & Planning:
o PPM scheduling via Maximo; coordinate weekly, monthly, quarterly and annual cycles.
o Plan reactive maintenance tasks.
o Schedule works to minimise disruption.
* Work Order Management:
o Assign reactive and planned work orders; track progress; ensure correct subcontractor assignment.
o Follow up on overdue tasks via email and phone.
* Asset & Equipment Management:
o Maintain asset register and link assets to PPM tasks.
o Ensure correct maintenance frequency for each asset.
o Monitor critical assets, alert management and update records.
* Vendor & Contractor Coordination:
o Liaise with service providers; create and manage shared calendar.
o Review contractor RAMS and H&S compliance.
o Schedule visits, manage sign‑in/out, and ensure SLA compliance.
o Obtain service reports, job cards and certifications.
* Compliance & Documentation:
o Ensure statutory and regulatory maintenance (fire alarms, lifts, HVAC) is performed on time.
o Maintain audit documentation such as certificates, permits and reports.
* System Updates & Data Entry:
o Use Maximo/Mosaic to log notes, update completed works and attach compliance documents.
o Create mitigation lists and review with supervisors.
o Maintain historical records in SharePoint.
* Monitoring & Reporting:
o Generate reports on PPM tracker, contractor performance and delays.
o Identify trends and recommend improvements.
* Communication & Coordination:
o Communicate maintenance schedules to departments and clients.
o Provide advance notice of potential disruptions.
o Respond to internal queries and conduct site walks for defect reporting.
o Cover supervisor and helpdesk roles as required.
About you
* 2–4 years experience in a technical FM business, including reactive, PPM, compliance and H&S management.
* Excellent PC knowledge – MS Office Suite required.
* Familiarity with CAFM systems and scheduling tools.
* Strong accuracy and attention to detail.
* Logical thinking.
* Excellent organisational and administration skills.
* Enthusiastic with a positive can‑do approach.
* Reliable and flexible.
* Customer and people-focused.
* Calm nature and even temperament.
* Team player who collaborates well with colleagues, engineers, managers and suppliers.
* Effective communicator with a range of audiences.
* Balance productivity with a sense of fun, creating a positive workplace.
Company benefits
* Free virtual GP service.
* Access to the Employee Assistance Programme (EAP).
* Mi Recognition.
* Talent Referral Scheme.
* Long‑service awards.
* Mi Deals – savings at high‑street stores.
* Bike2Work Scheme.
* Learning & development: access to 200 courses on our L&D platform.
Mitie is an equal opportunity employer.
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